Fields in the Spend Money window

Fields
Spend Money window

Account
Select the account you wish to use for the cash disbursement from the list

The accounts in this list were assigned checking privileges in the Edit Accounts window.

Balance
This field displays the current balance of the account you selected in the left-hand corner of the window. If you wish to display the Find Transactions window to view more detailed information about the account, click the zoom arrow.

Card
Enter the name of the person or company in the Card File who will receive this cash disbursement, or click the search icon to display a search list of the people and companies in your Card File that you can select from.

After a card name is entered in this field, you can click the zoom arrow to display the Card Information window and view detailed information about the person or company.

If the person or company isn't in the Card File and you don't want to add them to the Cards List, press TAB to move the highlight to the Payee field, where you can enter "Pay to the Order of" information for the person or company. We recommend, however, that you include the person or company in the Card File, so you have more flexibility in tracking where your money is going.

Payee
If you entered a name in the Card field, this field will display the name and address of the person or company you selected. (The address that appears was entered in Address 1 of the Profile view of the Card Information window.) If you wish, you can click the search arrow and choose one of five locations available for the card, or you can enter another address that will be used for this transaction only, if you like.

If you left the Card field blank, enter the name and address of the person or company being paid.

This information will be printed in the "Pay to the Order of" section of the check. If you use window envelopes, this information will appear in the window.

Check #
A default check number is displayed in this field. The number will automatically increase by one with each Spend Money transaction you record. If you change the number, that number will automatically increase by one as each new transaction is recorded.

If you click this field, Auto # will be displayed. If you're using AccountEdge on more than one workstation, autonumbering ensures that two or more users won't create transactions with the same transaction number at the same time. If you move the highlight to another field without entering a number here, the default check number will be displayed again.

Date
Enter the date of the transaction. Dates that occur before your conversion date or in a prior fiscal year can't be used.

Select the space bar if you'd like to enter a date using AccountEdge's Calendar window.

Amount
Enter the total amount of the Spend Money transaction.

When you record this transaction, the balance of the account you selected in the upper left corner of the window will be decreased by the amount you enter here.

If you'd like to use a calculator, select the plus sign ("+"), the asterisk ("*"), the equal sign ("=") or the space bar on your keyboard to launch the Calculator window.

Memo
Enter a description of the transaction. This description will appear on various AccountEdge reports, as well as the Cash Disbursements Journal. If you don't enter anything in this field, the first line of the Payee field will appear in the Cash Disbursements Journal.

Allocation Account column(s)
Enter each account that is affected by this transaction.

Enter the number of each account that is affected by this transaction. For example, enter the number of your insurance expense account if you're writing a check to pay for your company's auto insurance. The name of the account you select will also be displayed. (If you don't know the number of the account, press the search arrow; the Select from List window will appear, displaying a list of all your accounts.)

If you've marked the preference Select and Display Account Name, Not Account Number in the Windows view of the Preferences window, one allocation account column is displayed. You'll enter the name of each account that is affected by the transaction in this column. For example, enter the name of your insurance expense account if you're writing a check to pay for your company's auto insurance. (If you don't know the name of the account, click the search arrow; the Select from List window will appear, displaying a list of all your accounts in alphabetical order by account type.

Amount column
Enter the amount that you wish to assign to this account. If the total of the amounts in this column doesn't match the amount in the Amount field (in other words, if the transaction is out of balance), this field will display a default amount that balances the transaction. You can enter another amount, if you wish, but you will have to enter additional line items until the Out of Balance amount is zero, since AccountEdge doesn't allow unbalanced transactions to be recorded.

The amount you entered in the Amount field is considered a credit amount, and the amounts you enter in this column are considered debit amounts. If you want an amount in this column to appear as a credit instead, enter the amount as a negative number.

If you'd like to use a calculator, select the plus sign ("+"), the asterisk ("*"), the equal sign ("=") or the space bar on your keyboard to launch the Calculator window.

Job column
You can assign a job to each account in the list. To do so, enter the job number here, or click the search icon to display a search list of cards to choose from.

If you need to assign an amount from one account to more than one job, use multiple lines to record the transaction. For example, assume you've purchased $100, but you want to assign $30 to job 12 and $70 to job 43. To do this, enter the Office Supplies account in the Allocation Account column, then enter $30 in the Amount column and 12 in the Job column. Move to the next line, enter the Office Supplies account again, enter $70 in the Amount column and 43 in the Job column.

Memo column
Using up to 255 characters, enter a description for each allocation line, if you wish. This description will appear on the General Journal, Cash Disbursements and Cash Receipts reports.

Total Allocated
This field displays the cumulative total of the amounts of the line items entered on the transaction.

Total Paid
This field displays the amount entered in the Amount field at the top section of the Spend Money window.

If you're viewing a previously recorded transaction, $0.00 will be displayed.

Out of Balance
This field displays the difference between the amount in the Total Paid field and the Total Allocated field. When the amount displayed is zero, you can record the transaction.

Already Printed
Mark this selection if you don't plan to print a check for this transaction using AccountEdge.

When you mark this selection, AccountEdge will consider the check printed; when you select Unprinted Checks Only in the Print Checks window, this check won't be displayed.

If you're viewing a check that's been printed, this selection will be marked already.

Save Recurring button
Click this button to open the Save Recurring Template window. Using that window, you can save the transaction as a recurring template if you wish.

Use Recurring button
Click this button to open the Select a Recurring Transaction window. Using that window, you can select a recurring transaction template to use in the Spend Money window if you wish.

Currency button
This button displays the currency that is used for the transaction. Click the button to open the Exchange Rate window.

This button appears only if you marked the I Deal in Multiple Currencies field in the System view of the Preferences window.

Category
Select from the list the category to which you wish to assign this transaction. (The categories in this list were created in the Edit Category window).

This field appears only if you marked the Turn Category Tracking On field in the System view of the Preferences window.

If you you selected the Required option when you chose that preference, you must select a category here before you can record this transaction.

Print button
Click this button to print a check for the transaction you've entered. Be sure that check forms are loaded in your printer.

Register button
Click this button to open the Bank Register window where you can enter and view all your transactions for asset accounts with checking privileges or liability accounts with credit card privilege from one window.

Journal button
Click this button to open the Transaction Journal window. You can use the Transaction Journal window to locate recorded transactions.

Record button
Click this button to record the transaction you've entered in this window. You can print a check for the transaction later using the Forms Selection - Print Checks window if you wish.

When the Out of Balance amount is zero, you can record the transaction.

Cancel button
Click this button to erase the entries you've made and close the window.